Transfer and Withdrawal

Student Transfer/Withdrawal Policy

1. The policy on transfer/ withdrawal:

A student who requests for an internal course transfer within the Institute must have their existing contract terminated. A new student contract will be signed based on the procedures for executing student contracts.

A student who transfers from his/her current course to another course within the Institute shall be deemed to have withdrawn from the Course and the Refund Policy shall apply unless as otherwise agreed between the Institute and the Student.

The student must also fulfil all the admissions criteria of the new course and will be subjected to the Institute’s student selection and admission procedures.

A student who withdraws from the Institute to enrol with another Institute shall be deemed to have withdrawn from the Institute and the refund policy and procedures shall apply.

2. Conditions for granting of Transfer and Withdrawal:

All outstanding fees must be settled prior to request for withdrawal and/or transfer

Student to fill in Course Transfer / Withdrawal Request Form, including submission of any supporting documents and adhering to the process as stated in the Course Transfer and Withdrawal Procedures.

3. Conditions for Refund

The Institute’s Refund Policy shall apply for all qualified refunds. Students are to refer to the Institute’s Refund Policy and the Standard Student Contract for further details.

4. Student Pass Status

For Course Transfers

For Student’s Pass holder, course transfer is subject to ICA’s approval of the new Student’s Pass.

In the event that an application pertaining to transfer is rejected by ICA, the student is required to cancel his current Student’s Pass within 7 days.

For Course Withdrawals

Student’s Pass holder is required to submit his/her passport and Student’s Pass to the Institute for cancelation of Student’s Pass with ICA.

5. Timeframe for assessing and processing transfer/ withdrawal cases

The entire transfer / withdrawal process, from point of application to the final outcome, should not be more than 4 weeks. If the final outcome is not in favor of the applicant, respective staffs are to handle each situation according to the Institute’s dispute resolution policy and procedure.

Student Transfer Procedure

1. Student to fill up Course Transfer Request Form

In the event that a student would want to proceed with a Course Transfer, he / she is to fill up the Course Transfer Request Form and hand it to the Student Services Executive for further processing. In the event a refund is applicable, the student must also submit the Refund Request Form.

Any supporting documentations that are required to process the Course Transfer Request must also be submitted along with the Course Transfer Request Form.

Supporting documents for Course Transfers should minimally include any documents that show that the student meets the minimum entry requirements for the new course that he / she is applying to.

Reasons for the Course Transfer should also be documented in the Course Transfer Form.

2. Student Services Executive to speak with Student

Upon receipt of any Course Transfer Request Form (including supporting documents if any), Student Services Executive is to meet up with the student. This is to be done within 2 working days upon receipt of the Course Transfer Request Form (based on the date of application).

Student Services Executive is to inform student on the following : -

Student must meet all minimum entry requirements of the new course they are enrolling in

The standard student contract for the current course that the student is enrolled in will be voided upon approval of Course Transfer Request

A new standard student contract for the new course will need to be signed (Refer to Procedures of Executing Student Contract) upon approval of Course Transfer Request.

Only applicable for students under the age of 18 Years Old:

Student Services Executive is to seek the consent of the student’s parents or guardians prior to proceeding with the Course Transfer Request. Receipt of consent can be through email, tele conversation or letter. Consent must be documented in the Course Transfer Request Form. Conducting of Pre-Course Counselling.

3. Conducting of Pre-Course Counselling

Student Services Executive is to conduct the Pre-Course Counselling session with the Student who would be required to sign on the Course Transfer Request form to acknowledge that he/she has been informed of the various critical information. Student Services Executive is also to ensure that the new course is suitable for the student.

4. Approval of Course Transfer by Academic Department

Upon completion of Pre-Course Counselling, Student Services Executive is to seek the approval of the Academic HOD. This is to ensure that the student is suitable to transfer to the proposed new course.

Such Approval should be documented in the Course Transfer Request Form.

5. Issuing Letter to Effect or Reject Course Transfer Request

A Letter to Effect or Reject Course Transfer Request will be given to the student.

For Requests that are approved, student is to proceed with the application process for the new course

Student Withdrawal Procedure

1. Student to fill up Course Withdrawal Request Form

In the event that a student would want to proceed with a Course Withdrawal, he / she is to fill up the Course Withdrawal Request Form and hand it to the Student Services Executive for further processing. In the event a refund is applicable, the student must also submit the Refund Request Form..

Any supporting documentations that are required to process the Course Withdrawal Request must also be submitted along with the Course Withdrawal Request Form.

Reasons for the Course Withdrawal should also be documented in the Course Withdrawal Request Form.

2. Student Services Executive to speak with Student

Upon receipt of any Course Withdrawal Request Form (including supporting documents if any), Student Services Executive is to speak with the student. This is to be done within 2 working days upon receipt of the Course Withdrawal Request Form (based on the date of application).

Student Services Executive is to inform student on the following (if applicable):

Their student pass will be cancelled upon withdrawal from the Institute.

Only applicable for students under the age of 18 Years Old:

Student Services Executive is to seek the consent of the student’s parents or guardians prior to proceeding with the Course Withdrawal Request. Consent can be through email, tele conversation or letter. Consent must be documented in the Course Withdrawal Request Form.

The Student Services Executive would then refer to the Student Contract and Refund Policy to establish if the student is eligible for any refunds. This should be documented in the Course Withdrawal Request Form. Calculation of Refund Amount would be indicated in the Refund Request Form. For more details on refunds, please refer to Operation Manual C4.3.2 Student Refund Procedures.

3. Student Interview Sessions with Student Services Executive

An interview session either in person or by phone with the Student Services Executive will then be arranged to establish the reasons for the application of a course withdrawal. Student Services Executive will seek possible solutions for student retention. Details for the interview session are to be documented in the Course Withdrawal Request Form.

4. Approval of Course Withdrawal by Academic Department

If the student wishes to proceed with the withdrawal, Student Services Executive is to seek the approval of the Academic HOD as part of Management Approval.

Such Approval should be documented in the Course Withdrawal Request Form.

5. Issuing Letter to Effect Course Withdrawal Request

A Letter to Effect Course Withdrawal Request will be given to the student.

6. Course withdrawal due to expulsion

In the event that a student’s status is unable to be concluded, ie student is MIA/AWOL/not contactable; the Student Services Executive will issue a final warning email for the student to get in touch with the Institute. If the student does not respond to the email within 7 days, the student will be deemed to have withdrawn by means of expulsion. Internal processing for course withdrawals will then come into effect.